PURPOSE    

The purpose of the grievance system is to settle any grievance between the County and an employee as quickly as possible to assure efficient work operations and maintain employee morale.

• Employees should pursue, if possible, an informal resolution of their complaints, utilizing all available avenues within their department before filing a formal, written grievance.
  
• Department Heads and supervisors are encouraged to work with employees to resolve grievances informally. Efforts at informal resolution are unrelated to the formal grievance procedure and do not extend the time limit(s) included in the procedure.

ELIGIBILITY
These procedures apply to all employees of the County, including but not limited to employees of Road and Bridge Districts, the Flood Control District, Community Supervision and Corrections, and the Juvenile Probation Department. However, these procedures do not apply to the employees of the Sheriff’s Department.

• A grievance may be filed by any employee who claims to have been adversely affected by:

1. Improper application of rules, regulations, procedures, specific laws, resolutions, or any written or unwritten policies regarding wages, hours, or conditions of employment;
2. Improper interpretation of rules, regulations, procedures, specific laws, resolutions, or any written or unwritten policies regarding wages, hours, or conditions of employment; or
3. Disparity in the application of rules, regulations, procedures, specific laws, resolutions, or any written or unwritten policies regarding wages, hours, or conditions of employment; or
4. Violation of rules, regulations, procedures, specific laws, resolutions, or any written or unwritten policies regarding wages, hours, or conditions of employment.
   

Employees may not file grievances based upon their termination from employment.

PROCEDURE FOR FILING EMPLOYEE GRIEVANCES
Employees must follow these steps in the order given. Do not omit a step. If a supervisor, Grievance Coordinator, or Department Head fails to respond within the time limits set forth herein, the employee may take the next step in the procedure.

• Time limits begin on the first working day after the applicable occurrence, filing, appeal, response, or recommendation. Working days do not include weekends or County Holidays.
• The employee retains a copy of the grievance and the supervisor places a copy in the employee's personnel file. All copies should note the date that the grievance was filed and the date and time that the supervisor received the grievance.
• Employees may get the forms from their Department’s Grievance Coordinator or from the Office of Human Resources & Risk Management.

Step 1
In order to be considered, a grievance (other than an allegation of discrimination based on race, color, religion, sex, national origin, age, or disability) must be filed in writing using County Form 100 with the employee's supervisor within 5 working days from its occurrence.

The supervisor has 5 working days from receipt of Form 100 to investigate, meet with the grievant, and respond in writing on County Form 200. 

If the grievance involves allegations of discrimination based on race, color, religion, sex, national origin, age, or disability, then the supervisor MUST:

• refer the grievance to the Director of the Office of Human Resources & Risk Management for handling as required under the law, and
  
• notify the employee in writing of the referral.
  

Step 2

• Employees may appeal the supervisor’s determination by filing a written appeal on Form 300 with the Department Grievance Coordinator within 5 working days of receiving the Form 200.
  
• The Department Grievance Coordinator has 5 working days to investigate, meet with the grievant, and respond in writing using County Form 300.

Step 3

• Employees may appeal the Department Grievance Coordinator’s determination by filing a written appeal on Form 400 with the Department
• Head within 5 working days of receiving the Form 300.
  The Department Head has 5 working days to investigate, meet with the grievant, and respond in writing using County Form 400.

Step 4

• Employees may appeal the Department Head’s determination by filing a written appeal on Form 500 with the County Grievance Resolutions Committee Chairperson/Coordinator within 5 working days of receiving Form 400.
• The appeal must:

1. be made in writing, and
   
2. state the reason for the appeal, and
   
3. pertain to the original grievance filed, and
   
4. include all written responses pertaining to the specific complaint, and
   
5. include the signature of the aggrieved employee and the name of the employee's representative, if any.

• The Committee Chairperson/Coordinator schedules a hearing within 5 working days from receipt of the appeal. The Resolutions Committee reviews and carefully studies the employee's complaint. Each party may present evidence. Upon hearing the grievance, the Resolutions Committee votes to adopt a response and recommendation.

Step 5

• Either the employee or the Department Head may appeal the Grievance Resolutions Committee’s determination by filing a written appeal with the Commissioners Court within 10 working days. The employee or Department Head must file the appeal with the Grievance Resolutions Committee Chairperson/Coordinator and must state the reason for the appeal. The appeal must specify whether it will be heard at a public hearing or in Executive Session. The Chairperson/Coordinator places the appeal on the Commissioners Court Agenda. Grievance Procedure appeal hearings will only be held when filed in this manner.
• In accordance with all applicable laws, the Commissioners Court considers the grievance and takes whatever steps it deems necessary under the circumstances.

GENERAL PROVISIONS

• Employees must use the Grievance Forms provided by the County.
  Form 100 - Employee Grievance
  Form 200 - Supervisor Response
  Form 300 - Appeal To Grievance Coordinator
  Form 400 - Appeal To Department Head
  Form 500 - Appeal To Grievance Resolution Committee
• Employees receive their usual rate of pay for time spent during normal working hours in the grievance proceedings.
• Employees may represent themselves or be represented by someone else when presenting a grievance.
• Commissioners Court enacts orders to provide for an appointed County Grievance Resolutions Committee.
• Each Department Head designates a Grievance Coordinator for the purpose of handling appeals in compliance with Step 2 of the procedure for filing employee grievances. This designation should be communicated to all employees within the department.